Administrative Support Assistant I

Location
Main Campus (Gainesville, FL)
Posted
Feb 16, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515782
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Administrative/Professional, Veteran's Preference Eligible
Department:04030100 - SA-COUNSELING & WELLNESS CTR

Classification Title:

Administrative Support Assistant I

The Counseling and Wellness Center is a multi-mission agency within the Division of Student Affairs serving a wide variety of counseling services and programs offered to students in direct support of the academic mission of the University. There is also extensive outreach and consultation to the campus community, a national professional training program (at levels ranging from pre-practicum through residencies), and academic activities. The CWC also houses 15 full-time and part-time psychiatry staff. The multi-disciplinary staff of the CWC includes 35 1.0 FTE permanent Clinical faculty and professional staff, 13 TEAMS/USPS support staff, and 10 CART counselors. Additional personnel include 15 or more graduate student trainees, and 3 – 10 student assistants. The Center is housed in two physical locations. The Counseling and Wellness Center is located on Radio Road with a satellite office located on the fourth floor of Peabody Hall. We also have several embedded positions within the university. Students use the Center in increasingly large numbers, averaging over 4,500 student clients per year and approximately 39,000 annual counseling hours. Outreach programs and consultations are offered to more than 29,000 contacts. This highly responsible position will provide primary purchasing duties for the CWC and support all financial, facility and time keeping duties. This position will also provide back up to the other Administrative Support position in HR and payroll transactions for CWC employees and insure the proper charging of employees to accounts. This position will have responsibility for all CWC locations, including ordering and maintaining physical space for 2 buildings and administrative duties for embedded positions. This position will work independently under the supervision of the Administrative Specialist I.

Supports the financial operations of the CWC

Performs purchasing and accounts payable functions including but not limited to processing of purchase requisitions, purchase orders, and invoices. Assist in obtaining quotes and vendor information as well as responding to various other requests from staff in the department. Track expenditures and compile department financial data and information. Assist in the maintenance of department accounts. Monitor and reconcile accounts including P-card transactions. Interpret and apply university policies and procedures as appropriate for all purchases. Serve as liaison with Payable and Disbursement Services for all vendor-related issues. Follow up directly with vendors when necessary. Participate in initiatives to provide effective and efficient service delivery to all customers. Maintains vendor files as needed.

Assists in the day-to-day activities and operations of the Counseling and Wellness Center office support, including maintenance and management of various office units and locations as directed. Oversees upkeep of the physical facilities in all locations: submits work orders; monitors outcome of work orders; communicates with Facilities Services as needed regarding maintenance and upkeep of physical facility; communicates with vendors and repair persons when appropriate. Assist with department property inventory records; coordinate property decal requests/placement with UF Property personnel; coordinate with department’s Information Technology personnel on the management and tracking of computer related property items; process forms for property transfer/receipt/surplus; and assist with annual inventory in collaboration with UF Property and Divisional/Departmental IT personnel.

Serves as CWC timekeeper, ensuring staff have time entered accurately and by deadline using email reminders and communication to correct errors. Review records for accuracy; processes payroll supplements, Off-Cycle Request and other payroll related documents.

Provides assistance to Administrative Specialist as needed. Serves as backup for Travel processes. Provides support for meetings, conferences and summits as needed. Assists with managing on-site production and clean-up for events as necessary. Other duties and special projects as assigned.

Expected Salary:

$33,000 - $45,700

Minimum Requirements:

High school diploma or equivalent and one year of appropriate experience.

Preferred Qualifications:

Experience with MS Excel and Word and government/fund accounting procedures; ability to communicate, both written and orally; and knowledge of UF financials and PeopleSoft.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume and contacts for three professional references.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD-214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This is a time-limited position.

Health Assessment Required:

No

Advertised: 15 Feb 2021 Eastern Standard Time
Applications close: 01 Mar 2021 Eastern Standard Time

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